Providing the right documents upfront helps your quantity surveyor (QS) give you accurate cost estimates, spot budget risks early, and keep your project on track. The more complete your information at the first meeting, the less time — and money — is spent chasing details later. Here's a practical guide to what you should gather before that first conversation.
Architectural and Design Drawings
Your architectural drawings are the single most important set of documents for a QS. These allow them to measure quantities, identify materials, and build a detailed cost plan. Ideally, provide:
- Floor plans (showing room layouts and dimensions)
- Elevations (all four sides of the building)
- Sections (cross-sections through the building)
- Site plan (showing the building's position on the section, boundaries, and contours)
- Roof plan
If your drawings are still at concept or preliminary stage, that's fine — just be upfront about it. A QS can work with early-stage drawings to produce a preliminary estimate, then refine it as the design develops. Drawings in PDF or DWG format are both generally acceptable.
Structural and Engineering Plans
If your project involves structural work — a new build, extension, or significant renovation — share any structural engineering drawings you have. These show foundation types, beam sizes, and load-bearing elements that significantly affect cost. Geotechnical reports (soil investigation reports) are also very useful, especially for sloped sites or areas with known ground issues.
Building Consent Documents
If you've already applied for or received a building consent, share the full consent package with your QS. This typically includes:
- The approved plans and specifications
- Any conditions attached to the consent
- Producer statements or engineering sign-offs
If you haven't applied yet, your QS can help you understand what the consent process might cost and flag any compliance requirements under the NZ Building Code that could affect your budget. Some minor works may be exempt from consent under Schedule 1 of the Building Act — always confirm with your local council whether consent is required for your specific project.
Specifications and Scope of Works
Specifications describe the quality and type of materials and finishes to be used — for example, whether you want engineered stone benchtops or laminate, or whether exterior cladding will be brick veneer or fibre cement. If your designer or architect has prepared a written specification document, include it. If not, a written brief or wish list from you is a helpful starting point.
A clear scope of works — even a simple written summary of what you want done — helps the QS understand the project boundaries and avoid assumptions.
Existing Property Information
For renovations or alterations, background information on the existing property is valuable:
- As-built drawings (if available — these show what was actually built, which may differ from original plans)
- LIM report (Land Information Memorandum from your council)
- Title documents (showing easements, covenants, or restrictions that could affect construction)
- Any previous QS reports or valuations
Contracts and Procurement Information
If you're at a stage where you're considering contractor procurement, let your QS know your preferred approach. Are you looking for a fixed-price contract, a cost-plus arrangement, or a schedule of rates? Do you have preferred contractors in mind? This shapes how the QS structures their cost plan and tender documents.
If you already have a draft contract or a contractor's quote you'd like reviewed, bring that along too.
A Useful Document Checklist
| Document | Why It Matters |
|---|---|
| Architectural drawings | Core measurement and costing tool |
| Structural/engineering plans | Affects foundation and framing costs |
| Building consent (if issued) | Confirms approved scope and conditions |
| Specifications/finishes schedule | Determines material and labour costs |
| Site plan and LIM report | Reveals site constraints and risks |
| As-built drawings (renovations) | Avoids costly surprises in existing structure |
| Geotechnical report | Critical for foundation design and cost |
| Any existing quotes or contracts | Allows comparison and review |
What If You Don't Have Everything Yet?
Don't let an incomplete document set stop you from engaging a QS early. In fact, involving a QS at the concept stage is often where you get the most value — they can flag budget issues before you've committed to an expensive design. Just be transparent about what's missing, and your QS will tell you what they need to progress.
When to Call a Professional
A quantity surveyor is a specialist in construction economics and cost management. For any significant building project — new builds, major renovations, commercial fit-outs, or insurance reinstatement — engaging a QS early is strongly recommended. They are not a licensed trade in the same way as electricians or plumbers, but many belong to the New Zealand Institute of Quantity Surveyors (NZIQS), which sets professional standards. Look for a QS with NZIQS membership or equivalent credentials. You can find qualified quantity surveyors near you on tradedirectory.co.nz.
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